Objectives

The primary objective of this tender is to procure Fleet Card Facility Services (fuel and tolls card) for Eskom Rotek Industries (ERI) over a period of five years (60 months). The service aims to enable ERI to manage fuel, oil, toll payments, and related transactions efficiently across its fleet, while supporting socio-economic transformation, local industrial development, and employment creation through supplier development and localisation initiatives.

Scope

The scope includes the provision of a comprehensive fleet card system that allows:

• Purchasing fuel and oil at any fuel outlet nationally.
• Payment of all toll fees, including e-tolls, on toll roads in South Africa.
• Integration of manual fuel transactions from onsite bowsers.
• Generation of various management and analytical reports related to fleet operations.
• Provision of support for vehicle movement between billing accounts and registration number changes.
• Implementation of disaster management, business continuity, and card usage/limit control plans.

Technical Requirements

The technical specifications include:

• System capability to generate over 40 detailed fleet management reports, including vehicle analysis, performance, transaction, billing, and cost reports.
• System functionality and compatibility with Eskom IT systems, verified through onsite demonstrations and integration assessments.
• Ability to produce reports on vehicle movement, registration changes, fuel and toll transactions, and expenditure analysis.
• Support for disaster management, business continuity, and card limit/usage controls.
• Provision of a system that can generate multiple billing accounts or cost centres for a single operating unit.
• Compliance with specified system integration, reporting, and security standards.

Skills and Skills Requirements

The skills and support structure requirements include:

• Provision of at least eight support personnel (positions and contact details) supporting ERI and fleet units, including response times.
• Submission of reference letters from previous clients demonstrating system capability and support.
• Demonstration of the ability to move vehicles between billing accounts and change vehicle registration numbers via authorized forms.
• Implementation of a disaster management and business continuity plan, including fuel card usage and limit controls.
• Compliance with B-BBEE improvement or retention plans, with specific targets for transformation and local industrial development.
• Development of skills through bursaries aligned with contract invoicing milestones, and employment creation and retention commitments.

Additional Requirements

Suppliers must meet mandatory site visit and verification criteria, including system demonstrations, report submissions, and compliance with SDL&I (Supplier Development, Localisation & Industrialisation) targets. Failure to meet these criteria may result in disqualification from the evaluation process.